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What to do in April
Nominating Committee
By April, the nominating committee should be in place
and have already sent out a flyer requesting nominations for executive
board positions for the upcoming school year.
They should be actively seeking candidates and report their progress at the
April meeting.
They should now have the date set for the May/June Elections. Remember
to check the Chancellor's timeline for elections and ensure that their
election meeting date is scheduled within the correct date range.
They must notify the Principal of the date of Elections so they or their
designee can be prepared to attend. Remember that the Parent Coordinator may
not be the Principal's designee. The Principal or designee should have
a copy of the ATS sheet at the elections in the event voter eligibility
needs to be determined.
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A Sample of the Canvas letter can be found here.
Sample Letter
Basic Responsibilities
of Officers Your by laws should have something similar.
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Budget Committee
The Budget Committee should present a proposed budget at the April
Meeting. (see March for additional
info)
Fund Raising Committee should Propose Fund raisers for following
year.
Form Audit Committee: (you
may also do this in March if you wish)
The Audit Committee reviews the association's
income and expenses as well as double checks all entries into the check book
and ledger. They ensure that items are tallied and reported correctly. In
the event there are any discrepancies, please contact Presidents' Council
for assistance.
The Audit Committee should report at the May or June meeting. Please read
below*....
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Please note: The Budget and Fund Raising Committee used to report in
May/June, however, due to the changes in the Election Process, it seems far
to cumbersome to have elections and reports / proposals of all committees so
it is now suggested to do this in April.
*In District 21, we have always sealed all books on June 30th to re-open
again in September, however, in reviewing practices, this is not
necessary. If your association elects to have an audit during the summer,
after the term is over (which is actually easier for the auditors) then you
may do so and report in September. If you elect to do this then your
Audit committee must be available to meet several times during the
summer. Your Treasurer must also be available to answer any
questions. The audit must be done on school property as the
association's records may not be taken out of the building.
Also note that your by-laws should reflect this timeframe.
Remember that the term of the treasurer ends June 30th but the books do not
have to be sealed closed.
Also further note: PA/PTA executive boards may meet during
the summer to prepare for September.
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